Friendly Receptionist Wanted - Be the Heart of Our Auto Body Shop!

Join Our Team as the Heart of Our Body Shop!

Are you a people person who loves making great first impressions? We're looking for an enthusiastic and organized individual to be the welcoming face of our auto body shop! This is more than just answering phones you'll be a vital part of our team, helping customers through what can be a stressful time while supporting our entire operation.
What makes this role special? You'll have the opportunity to grow with us, learn new skills, and truly make a difference in our customers' experience. We believe in recognizing and promoting talent, so there's real potential to advance your career with expanded responsibilities and title progression.

Ready to be part of a team that values your contribution? We'd love to hear from you! Reply to this email with your resume.

Position Title: Receptionist/Customer Service Representative

Objectives

To ensure that all customers and prospective clients are greeted and assisted in a prompt and professional manner, superior to the competition.
To effectively manage all incoming phone calls, walk-in business and written correspondence, and direct such matters to the appropriate person or department.
To provide clerical and administrative support to the administrative and sales departments.
Key Responsibilities

Customer Service & Communication

1.Phone Management

oTake full responsibility for handling all incoming phone traffic in a courteous and polite manner
oAlways try to answer incoming calls on the first or second ring
oNever leave a customer on hold for more than two minutes
oMemorize and use the phone scripts provided
oScreen all calls and channel important ones to appropriate staff, making constant effort to reduce interruptions

2.Call Handling & Follow-up

oEstablish the purpose of incoming calls; question the caller and handle as many questions and situations as possible
oForward calls to appropriate staff member when necessary
oIf the appropriate person is unavailable, prepare a written note to relay the message
oWhen customers call inquiring about jobs in process, try to answer questions yourself or contact production/sales manager for additional information

3.Customer Greeting & Reception

oGreet persons visiting the company immediately upon entering the office
oIf on the phone, look up and make eye contact with the person and give an indication that you'll be just a moment
oProvide all prospective customers with Customer Information Form and ask that they fill it out
oOffer assistance if needed with forms
oNotify sales manager/estimator of customer's needs
oEnter all customer information data into the computer

Scheduling & Appointments

4.Appointment Management
oSuggest estimate appointments whenever possible but don't turn anyone away without an appointment
oKeep a calendar log of all estimate appointments
oKeep a calendar log for all insurance appointments
oTake full responsibility for the scheduling of all repairs
oContact customers to schedule repairs
5.Daily Communication
oEach morning, review the list of vehicles in process and contact appropriate customers with updates on vehicle status
oCall customers before they call you - proactive communication for customer satisfaction
oAssist sales staff with estimate follow-up calls to capture jobs not signed on initial visit

Administrative Duties

6.Billing & Payment

oAssist in preparing final billing and supplemental billing
oBefore accepting payment, explain the billing to the customer
oCollect and record payment, then transfer to administrative manager
oDocument payment details on the outside of Job File Folder and initial the transaction
oMark invoice "Paid" and give top copy to customer
oVerify payment is correct and complies with company policy
oDo not release any vehicle without full payment unless prior arrangements have been made

7.Rental Car Management

oTake full responsibility for managing all rental car reservations
oEnsure customers are served in a prompt and professional manner

8.Customer Relations

oIf customer has a problem or complaint, try to handle the situation yourself, but contact appropriate person if assistance is needed
oWhen customers arrive to pick up vehicles, explain items in their paperwork packet (warranty, reply card, final bill, paint care instructions, etc.)
oMake every effort to ensure all customers feel comfortable and important
oReassure customers of your desire to help them and let them know you value their trust and business

Administrative Support

9.Documentation & Filing

oParticipate in Daily Release Meeting
oRegularly review jobs in process and verify payment arrangements prior to vehicle delivery
oCollect daily time cards/labor control cards and enter into computer
oTrack employee attendance (if assigned)
oHandle backup telephone duties when needed

10.Data Entry & Record Keeping

oEnter customer information into computer system
oInput labor control card information daily
oMaintain organized filing system for job-related documents
oAssist with data entry for job costing (if assigned)

Required Skills & Qualifications

Cheerful, helpful attitude is essential
High standard phone technique with professional scripts
Well-groomed and appropriately dressed
Strong organizational and communication skills
Computer literacy for data entry and customer management systems
Ability to multitask and prioritize in fast-paced environment
Professional demeanor and customer service orientation

Performance Standards

Answer phones within 1-2 rings
Never leave customers on hold more than 2 minutes
Proactive customer communication (call before they call you)
Accurate data entry and record keeping
Professional appearance and demeanor at all times
Contribute to positive first impression within the critical 2-minute window when customers form opinions about the business

Reporting Structure

Reports to: Shop Manager/General Manager
Works closely with: Sales Manager, Production Manager, Administrative Manager
May supervise: None (but serves as backup for various administrative functions)
________________________________________
Note: This position is critical to the sales process and customer satisfaction. The receptionist is typically the first person customers interact with and plays a vital role in the company's success and reputation.

Reply to this email with your resume.